WSSEF Registration Process How To Tutorial

Transcription

1 WSSEF Registration Process How To Tutorial For any registration questions or problems, contact WSSEF Registration at For any Entry Fee (PayPal) questions or concerns, contact WSSEF Treasurer at or phone (360)

2 General Registration Information The purpose of this How To tutorial is to assist students, parents and teachers in navigating the whole registration process for the Washington State Science and Engineering Fair (WSSEF). WSSEF uses Illuminating Software s zfair to register students and handle all student forms necessary for SRC approval. WSSEF uses PayPal is used to collect entry fees.

3 General Registration Information Regional Fair Requirements The WSSEF is affiliated with the International Science and Engineering Fair (ISEF). To comply with the ISEF rules and WSSEF policies, if you live in one of the Counties listed and are within their grade levels you MUST attend their Regional Fair prior to attending the WSSEF. If you live in a county not covered by a Regional Fair you can enter WSSEF directly. The WSSEF and four Regional Science & Engineering Fairs in Washington are ISEF affiliated. Central Sound Regional Science & Engineering Fair Grades 9 12, Bellevue College, Bellevue (King & Snohomish Counties) March 12, 2016 South Sound Regional Science & Engineering Fair Grades K 12, Pacific Lutheran University, Tacoma (Pierce, Thurston, Mason & Lewis Counties) March 19, 2016 Mid Columbia Regional Science & Engineering Fair Grades 6 12, Kennewick (Garfield, Columbia, Klickitat, Asotin, Adams, Kittitas, Douglas, Okanogan, Walla Walla, Chelan, Franklin, Grant, Benton & Yakima Counties) March 10 12, 2016 Southwest Washington Regional Science & Engineering Fair Grades 9 12, Vancouver (Wahkiakum, Skamania, Pacific, Cowlitz & Clark Counties) February 27, 2016

4 General Registration Information To be entered into WSSEF and your project accepted for competition, you must complete all the steps below. 1. Create a student account at WSSEF s zfair Site 2. Create a project account (Project ID) at WSSEF s zfair Site 3. Upload all Required Forms at WSSEF s zfair Site including providing any extra forms/ information requested by SRC. 4. Pay Entry Fees through PayPal at registration payment/ or by contacting sponsors@wssef.org 5. SRC Approval before the start of WSSEF. For students who attended a Regional Fair, please submit copies of your forms with the Regional Fair SRC Approvals. WSSEF SRC will review and approve all required forms before start of competition. (Note: SRC Approval may take longer the closer it gets to fair time due to the volume of form uploads.) The following slides will step you through the whole process!

5 General Registration Information Internet Browser Problems and Uploading Forms on WSSEF s zfair site WSSEF suggests using Chrome as the internet browser when creating student and project accounts at WSSEF s zfair site. It is highly recommended to use Chrome for Form uploads. Microsoft Internet Explorer (IE) has caused problems with uploading forms into the WSSEF s zfair site. It appears to work fine when entering student and project account data. However, uploading forms with IE has caused many frustrations because IE does not always display the upload screens correctly! Chrome doesn t seem to have the same problems with Form Uploads. For some students, Firefox seems to work fine also.

6 General Registration Information As part of the registration process on WSSEF s zfair site, you will receive two e mails. The first e mail is sent to you as soon as you begin to create an student account. The purpose of the e mail is to allow to get back into your student account in the case you didn t complete all the steps. For example, if you accidentally closed your web browser before everything was complete. The second e mail is to let you know that you have completed the steps necessary to have a Project ID account. Creating the Project ID account will reserve your space at WSSEF. (Note: All steps in the registration process must be completed before you can complete at WSSEF.)

7 General Registration Information Please read all the information on the WSSEF web site ( ) under the registration tab. Many questions are already answered. In addition there are links to the WSSEF s zfair registration site and to PayPal.

8 To start your registration process Go to WSSEF s registration page at your projects/. Click on Click Here to begin your registration process This link will take you to the WSSEF s zfair site to begin the online registration process. Note: You will also come back to this page after you complete your registration on the WSSEF s zfair site to pay your entry fee through PayPal.

9 Student Account At this point, you will be on the WSSEF s zfair site where you will begin by creating a student account. Click on the Register >> Student to begin. Note: After completing creating your student and project accounts on WSSEF s zfair, you will need to return to the WSSEF s registration web page to pay your entry fees at your projects/.

10 Student Account Next, read the student registration information and then enter Name and e mail address. Press Next when finished.

11 Student Account Enter all information and create a password. Press Save & Continue

12 WSSEF s zfair REGISTRATION INSTRUCTIONS PROJECT ID ACCOUNT At this point, you have created a student account containing all your information that WSSEF needs for the fair. This information is used for communicating with you during the fair. During the next steps, you will be creating a Project ID account. The Project ID account reserves you a spot at the fair. The Project ID account is where you upload the required forms. All required forms must be uploaded and entry fees paid by the close of registration for your reservation to be confirmed. Click on Create A New Project to begin. Note: If the Team Lead has already created a Project ID, teams members will click on Link/ Join Existing Team Project. You will need the Project ID number from the Team Lead.

13 WSSEF s zfair REGISTRATION INSTRUCTIONS PROJECT ID ACCOUNT Fill in the following information about this project. Then click Save & Continue Note: Please make sure you pick the right category for your project. For students in grades 9 12, judges are assigned by category according to their professional background and education. For students in grades 1 8, judges are assigned by grade and not by category.

14 WSSEF s zfair REGISTRATION INSTRUCTIONS PROJECT ID ACCOUNT Enter School, Grade and Teacher (If School isn t listed, contact registration@wssef.org) If Teacher is not listed, a new screen will pop up. Please fill in school and teacher s name.

15 WSSEF s zfair REGISTRATION INSTRUCTIONS PROJECT ID ACCOUNT When you are done, it should look like below Note: Have your Teacher register first before you create your student account. By selecting a already registered Teacher, the Teacher will be able to review your project and help upload forms.

16 WSSEF s zfair REGISTRATION INSTRUCTIONS PROJECT ID ACCOUNT Next verify that information is correct. Edit any information as needed. When done click My Information Is Correct Especially check that your grade and category is correct! This information is used to assign your Project ID and to assign the correct judges. This information cannot be changed after registration is closed!

17 WSSEF s zfair REGISTRATION INSTRUCTIONS PROJECT ID ACCOUNT When you start the Project Account, this will be the first screen displayed. Read all the WSSEF requirements for fair participation on this page. Press Continue to acknowledge that you understand and will follow these requirements. WSSEF s Policy requires all student to attend to a Regional ISEF Fair before competing at WSSEF if they live in an area covered by a Regional Fair. Students living in counties not covered by regional fair come directly to WSSEF. You will need to return to the WSSEF site and pay your entry fees via Pay Pal at your projects/ after completing the WSSEF s zfair registration process.

18 WSSEF s zfair REGISTRATION INSTRUCTIONS PROJECT ID ACCOUNT After you complete the above steps, you will see this screen. User Name and Password: Needed anytime you log into WSSEF s WSSEF s zfair site. Project ID: WSSEF uses Project ID for tracking projects at the fair. Upload Paperwork: Click on the Upload Paperwork link to begin to upload forms. You can log into WSSEF s zfair and upload forms later if necessary. Project Dashboard: The Project Dashboard is new this year to WSSEF s zfair. WSSEF has not yet implemented the full capabilities of electronic signature yet.

19 Uploading Forms At this point if your forms are ready for uploading, click on the Upload Forms Button Or you can upload forms later by logging into your account and clicking on the Paperwork Button on the tool bar. The following slides will give you more information on form requirements and information on the procedure for uploading the required forms into WSSEF s zfair.

20 Uploading Forms Copies of all the required forms and copies can be found at faqs/. The best procedure is to fill each form out online, then print them for signatures, then scan them back to pdf format into your computer, and finally upload those scanned pdfs to WSSEF s WSSEF s zfair site. WSSEF s zfair Form Upload section only accepts pdf files. Contact WSSEF Registration at registration@wssef.org for assistance in creating pdf files. For students who attended a Regional Fair, please submit copies of your forms from your Regional Fair with the Regional Fair SRC Approvals along with WSSEF Required Form either for Grades 1 6 or Grades Form Cautions: At present, WSSEF s zfair site is not set up split up the required forms for Grades 1 6 versus Grades So all forms that WSSEF requires (regardless of the grade) has to be marked Required. The next slides will show what is required for each grade. More forms may be required by SRC if you project in involves: Humans Participants, Vertebrate Animals, Potentially Hazardous Biological Agents or Hazardous Chemicals and Devices. You can use the ISEF forms wizard to determine if extra forms are needed at

21 Uploading Forms Grades 1 6 Minimum Required Forms Only one form is required for all students in grades WSSEF Form Required for Grades 1 6 ONLY Notes for Grade 1 6 Forms: You can ignore references on WSSEF s zfair s site to any other required ISEF forms unless directed differently by SRC The majority of students in grades 1 6 will only need the above form and do not need any of the ISEF forms. However if your project involves Humans Participants, Vertebrate Animals, Potentially Hazardous Biological Agents or Hazardous Chemicals and Devices you will be required to submit more ISEF forms. For any questions on forms, contact SRC at src@wssef.org.

22 Uploading Forms Grades 7 12 Minimum Required Forms The following forms are required for all Grade 7 12 Students 1. WSSEF Form Required for Grades 7 12 ONLY 2. ISEF Form 1 1 form needed for each project 3. ISEF Form 1A 1 form needed for each project 4. ISEF Form 1B 1 form needed for each student and / or team member 5. Abstract 1 form for each project. 6. Research Plan The Research Plan is requested as part of ISEF Form 1. It may be uploaded as a separate pdf or combined with ISEF Form 1 7. Any extra forms required for projects involving Humans Participants, Vertebrate Animals, Potentially Hazardous Biological Agents or Hazardous Chemicals and Devices. All the forms can also be scanned into one pdf instead of being submitted separately. WSSEF SRC will accept and approve combined form pdfs.

23 Uploading Forms Before uploading forms, you need to scan your signed forms into pdf. The WSSEF zfair site only accepts pdfs to be uploaded. If you need assistance with scanning forms into pdf, please contact the Registration Team at Please remember that Form Upload works better with Chrome. Internet Explorer does not work well while trying to upload forms into the WSSEF zfair site! Click on Paperwork button to begin uploading forms.

24 Uploading Forms This slide shows how the various forms are used. The SRC Committee will leave comments for the students. After SRC reviews your forms, you can click on this first form to see the comments. Students do not load anything into this form button. Only form needed for Grades 1 6. Grades 7 12 will need all the forms highlighted with orange. WSSEF Required Form for Grades 7 12 is required in addition to ISEF Forms. Use if all forms are combined into one pdf. Forms that may be needed if project in involves: Humans Participants, Vertebrate Animals, Potentially Hazardous Biological Agents or Hazardous Chemicals and Devices

25 Uploading Forms To begin uploading a forms, click on the form button for the form you are loading. For the example below, we will use ISEF Form1A.

26 Uploading Forms To upload the file, click on Choose File and find the location of the file on your computer. After the file is selected, click on Upload File and the upload process will begin.

27 Uploading Forms After you upload a form, you can click on the file button again to view your uploaded form. Click on the View Uploaded File. If you want to reload (or replace) a form into the same form button, you can press the Choose File button to select a new file and then press Upload File. This will replace the file previously loaded. Files might have to be reloaded if the upload fails, the wrong file was initially loaded or if the form needed to be updated and reloaded.

28 Uploading Forms To Check the Status of your form and SRC Approval, click on the Paperwork Button on the tool bar and then click on the first form button labeled WSSEF SRC Comment Form.

29 Uploading Forms Click on the View Uploaded File to see any comments left by the SRC Committee.

30 Uploading Forms Example showing SRC has Accepted your forms See comments on the form and in the Comments section.

31 Uploading Forms Example showing SRC needing more information In this example, the student has is missing an ISEF Form 1B and an Abstract. Any missing forms or other items like signatures will be listed here

32 Student Dashboard Student Dashboard The Student Dashboard is new to WSSEF this year and has not been fully implemented for WSSEF yet. Cautions: If you decide to use the electronic signature, please follow with an e mail to src@wssef.org if you do not receive confirmations. Note: Volume of submitted paperwork increases closer to fair time and it may take several days to process. Required Forms only refer to the ISEF forms only. Does not list WSSEF s Required Form for Grades 1 6 or Grade 7 12 which is also required.

33 Student Dashboard To exit the Student Dashboard, click on the Go to my profile link at the top of the right side

34 Entry Fee Payment After completing creating your student and project account on WSSEF s zfair: Return to the WSSEF web page to pay your entry fees at registrationpayment/

35 WSSEF Contacts Contacts for any questions or assistance: Registration Questions including problems with WSSEF s zfair Site: registration@wssef.org Scientific Review or form specific questions: src@wssef.org Payment or PayPal questions: sponsors@wssef.org